What to buy for a film screening with Q&A

A film screening with a Q&A needs more than a projector and a film file. You’ll need reliable playback, clear sound, comfortable seating, and a simple reception setup for coffee, tea, and refreshments. Plan the shopping around your audience size, then add backups for the items most likely to fail: cables, adapters, laptops, power, and microphones. Check dietary requirements before ordering catering so the final quantities match your registrations.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Chairsqty 70
Tablesqty 6
Tableclothsqty 6

Equipment

Projector
Projection screen
Laptop
Backup laptop
HDMI cableqty 2
HDMI adapter kit
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Power stripsqty 4
Extension cordsqty 4
Gaffer tapeqty 2

Lighting

Standing lampsqty 4
Flashlightsqty 3

Tableware

Glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4
Scissorsqty 2

Decorations

Film seat signsqty 6
Welcome sign
Program postersqty 4
Name badgesqty 20

Cleaning

Waste binsqty 4
Mop
Bucket

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 8 bottles
- Apple juice - 4 packs
- Non-alcoholic beer - 24 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 3 jars
- Salted peanuts - 2 bags
- Olives - 2 jars
- Cheese cubes - 2 kilos
- Grapes - 2 kilos
- Apples - 30 pieces
- Mini wraps - 70 pieces
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Mini quiches - 70 pieces
- Vegetarian puff pastry snacks - 70 pieces
- Cookies - 4 packs
- Brownies - 60
- Napkins - 200 pieces
- Stirrers - 100 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Wooden cutlery - 100 sets
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Sponges - 1 pack

Tips

Bring two playback options: the main laptop and a backup laptop, with the film downloaded locally on both. Test the complete film, subtitle file, projector, and sound system at the venue before guests arrive.
Pack at least one HDMI cable, an HDMI adapter kit, power strips, extension cords, and gaffer tape. Tape down every cable that crosses a walkway and bring more cable length than the room layout appears to require.
For the Q&A, prepare one microphone for the guest and one for audience questions if the room is large or acoustically difficult. Add microphone stands and test the mixer and speakers with the actual microphones before the screening.
Count tableware against registrations rather than room capacity: provide one glass, plate, and cutlery set per expected guest, plus about 10% extra. For coffee and tea, prepare enough cups for each guest and keep hot water in thermos flasks during the Q&A.
Do not leave lighting and wayfinding until the doors open. Bring standing lamps or flashlights for dark aisles, and prepare film seat signs and a welcome sign before the first visitor arrives.

Frequently asked questions

What equipment do I need for a film screening with Q&A?: You need a projector, projection screen, laptop, backup laptop, HDMI cable, adapter kit, speakers, microphones, microphone stands, mixer, power strips, and extension cords. Test the full setup at least once before the event and again on the day.
How many chairs and glasses do I need for a film screening?: Plan one chair and one glass per registered guest, then add roughly 10% extra where space allows. For 50 guests, prepare 55 chairs and 55 glasses rather than stopping at the registration total.
How much coffee and tea should I buy for a film screening?: For a 60–90 minute screening with a reception, allow two hot drinks per person: one at arrival and one after the film. For 50 guests, prepare about 100 cups, with extra coffee, tea, milk, sugar, and hot water available.
When should I download and test the film?: Download the film and subtitle file at least 24 hours before the screening, and keep a second copy on the backup laptop or another drive. Run the entire film with sound and subtitles at the venue several hours before doors open.

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